FAQ

Joining the Team: Requirements

Becoming a BEYM Youth Camp Team Member:

How do I apply to be on a team? An application form is available online which can be sent to BEYM electronically Applying to be a team member also requires 2 references to be sent for the team member from someone unrelated who has known the applicant at least 3 years.

When will I know if I’m accepted as a team member? Once a team application is received and processed and the background check is completed, applicants will receive an email from the BEYM staff.

After all forms (application and two references) have been turned in, the turnaround time is approximately 2 weeks. Sometimes the reference writers delay in submitting their form, please have your reference handle their online form quickly.

Is there a deadline for applying? Yes, applications, reference forms and application fees for the summer must be received by BEYM by January 31.

Applications received after the deadline may need special approval or be used for summer of the next year.

What if I have to cancel after applying? Your information will be kept on file for future years when you are hopefully able to participate.

I have some physical issues but would love to participate in the camps. Will I be accepted? Overall good-to-excellent health is required for team members going to the camps.

Anyone with major health situations should visit with his doctor before applying. Travel schedules will be demanding. Visiting in Ukraine will mean limited access to medical care. Working with children always exposes one to unexpected illnesses. Lots of brisk walking and stair-climbing, often on uneven terrain, is a part of the travel as well as time at camp.

Those with ankle, knee or hip issues or concerns are discouraged from applying but encouraged to help someone else go

When does camp occur? Camp occurs in several sessions throughout the summer. Each team is paired up with a specific camp for a specific session. Camp sessions last approximately three weeks, and teams attend the camp session for two to three weeks of the session (at least two weeks). However the entire trip itself is usually three weeks long.

Why three weeks? That is a long time. Is it possible to go for a time period less than that? In order to truly connect with the kids and make a meaningful impact, a three-week period is essential. Many times you will physically be in camp for two weeks and spend 2 or 3 days on the front-end in Ukraine acclimating and 2 or 3 days on the back-end decompressing. These days are very essential to an effective camp experience. Individuals that may want to attend for a period less than the full three week time are distracting to the goal. Three weeks away is certainly a big commitment, but is essential to the success of the program.

How long does it actually take to travel to camp? It takes approximately 24 hours to get to Ukraine. Once there, it takes 3 to 12 hours to get to camp, depending on the camp. However many teams, spend a day or two in the city to acclimate before traveling on to camp.

Are there any physical dangers in travelling to Ukraine? Ukraine is a country of political turmoil and is sometimes economically threatened by Russia, but is a fairly safe country to travel in from the perspective of military or political or criminal harm. However its infrastructure is not good and there are traffic and other physical dangers to just be cognizant about.

Are there any other challenges? This trip is a significant challenge to all team members. It is physically, emotionally, morally and spiritually difficult. The activity level at all camps is extremely high and fairly constant. All team members need to be prepared to be constantly in motion, with little sleep, poor food and poor sanitary conditions. Being away from your family for three weeks with very limited opportunity for contact is extremely difficult emotionally and requires appropriate preparation with your family. Most of Eastern Europe has a much more free approach to sex and proper dress. Male team members, particularly, need to guard their eyes and thoughts. The trip is spiritually uplifting, but also challenging too. Your beliefs and values may be challenged.

Costs and Fund Raising:

How much money does each team member need for the trip?Funds: Approximately $3,500 – $4,500 a person (expenses will fluctuate) This amount provides for you and your interpreter:

Your Roundtrip international airfare/ Interpreters in country train fee.

Your lodging during international travel

Ukraine in-country travel, lodging and meals for you both.

At-camp costs of camp stay for you both.

Interpreter expenses

Crafts and teaching materials required at camp

Miscellaneous Ukraine in-country expenses

Do I send my money to BEYM? No. Checks should be made out to and be held by the sponsoring church of your team to be disbursed as needed for team expenses. All funds are always available for the team’s use.

What if my donated funds exceed the needed amount? All donated funds go into a team account to assist the whole team and are not refundable. Any excess funds remaining after the trip can be held for the next year or can be contributed to an orphanage or camp or other needy situation in Ukraine, as the team chooses.

How much money will I need to raise? Each team member is asked to raise approximately $3,500 – $4,500 for the trip to camp. This figure may fluctuate due to travel costs and changing money exchange rates overseas.

I’ve never raised funds before. How do I do this? A fundraising email will be sent to a new team member when his acceptance letter is sent to him. This includes detailed instructions for fund raising along with example letters and information to be included in the team member’s mail-outs being sent to potential donors.

When should I begin my fundraising? Fundraising can begin anytime you choose, but it is best to wait until you are placed on a team so that funds can be sent to an account held by that team. You can begin immediately telling others about your trip and letting them know that they will receive an information letter about your trip in the spring.

Do my donors send contributions to BEYM? No. Funds are to be sent to the church who is sponsoring the team. This allows the team to have immediate and ongoing access to its funds.

Is a donor’s contribution tax-free? If the contribution is sent to a tax-exempt church that is holding funds for this trip, yes – it is tax free and the donor will receive a receipt. If the contribution is given to you personally or a check is made to you, then it is not considered tax-free.

What if I raise funds over and above what is required? What if I don’t raise the full amount of funds needed? Funds received for a mission trip into the team account are non-refundable. All funds received will be used expressly for the team expenses as the team prepares for camp. Any excess funds you have raised may provide the blessing to another teammate in need of additional funding. If you follow the fundraising packet guidelines, you will likely be successful in raising the funds needed. The funds belong to the team to use for the current year, any additional funds raised provide opportunities for the team to add further mission efforts in the community around their camp, or may be used in as future year.

It is very important for every team member to commit to making a concerted, energetic effort to raise the full amount.

Training and Teaching

Joining a Team /Training with a Team:

I am wanting to join a specific team – can I do so? Great ! Fill out your application and list the team you are interested in working with. That team leader will contact you personally if an opening is available.

What if I am the only one from my church that is going to camp? Can I have a special tag? YES! You are a Distanced team member (DTM)! A distanced team member is an individual who applies to be a team member but is not directly associated (or already participating) with a specific group going to camp, i.e. someone who does not live in the same city as the primary home city for that team. Once you are accepted as a team member, you will be assigned to a core team in February, before Team Training. A distanced team member may request a team like to join, if an opening on that team is available.

BEYM takes into consideration location and application information in placing the distanced team member on the most fitting and appropriate team.

If I am a DTM, how do I prepare with the team from a distance? Can I really have input with my assigned team as it prepares? You will meet your team members at Team Training. A distanced team member is required to work closely with their team leader to plan for participation in team meetings and team responsibilities. Email, skype and cell phones are useful for participating in all team meetings.

I have several people interested in joining the camp program, how do I form a team? To form a team, generate interest among people you know and contact BEYM with the email listed below. The best teams are ones with a variety of personality types, a variety of ages, a variety of backgrounds, and a good mix of both men and women. Because of the time away required, teams often consist of teachers and college students and those with a lot of available vacation.

How many members are on a typical team? Team size often reflects the camp size. Camps have age groupings that live and learn together. The optimum size for as team is twelve team members, but teams of all sizes have successfully participated in the camp program.

Teams with as few as 6 have gone to Ukraine before, but that requires them to be in a smaller camp and it is MOST beneficial that all be very experienced team members.

What makes a person a qualified to go on this trip? Team members need to be physically, emotionally, morally, and spiritually fit. This is not a trip to send someone on because it would be “good for them.”This is not the trip to fix yourself. Team members must be mature and self-sufficient. This is not like many other mission trips such as building or medical or experiential or even other teaching mission trips. This one is like none other. It is much more challenging. Above all else, team members must be selfless and extremely flexible.

Why is flexibility important? Living conditions are most camps are rugged and personal space is nonexistent. Team members must be able to live and work as a tight-knit team. In addition, everything can and will change at a moment’s notice, especially when you are at your most worn-out state. A consistent and reliable schedule is virtually non-existent. Flexibility is the number one trait that team members must have.

Why me, Why is God seeming to call me? This trip is more difficult than most other mission efforts, but at the same time is the most rewarding. The bonds that are formed with the other American team members, Ukrainian team members, campers, counselors, and camp staff will be very powerful and strong. This is an experience of a lifetime, like none other. You will be forever changed by the experience. If God picks you for this trip, he picks you for very specific reasons and you will very clearly see his hand at work in your life, in ways unlike anything you have ever experienced before. This is the trip for you. And it will change your life!

Where am I going to teach children and how can I be active in their camp life:

Where are these camps? BEYM is associated with several camps in Poltava (Central Ukraine) Ostrog (North Western Ukraine), and (will get correct name of city) (Western Ukraine, near the Carpathian Mountains)… The country of Ukraine has more than 500 youth camps ! Those directors all want teams!! Bring your friends and make more teams!

Do the kids speak English? A few of the campers and staff members speak some English. However, all teaching and activities are conducted in Ukrainian or Russian.

Do team members need to learn the Ukrainian or Russian languages? Team members will pick up a few phrases and words before and during the trip, but BEYM recruits Ukrainian team members to support the American team members as Interpreters and in-country cultural hosts. They are paid a small salary by the team at daily rates established by BEYM. The value and importance of the Ukrainian team members cannot be overstated. They are essential to a successful effort and should be treated just as equals (co-teachers/workers) with the Americans within the team.

If all activities must be conducted through an interpreter anyway, then why should Americans go at all? Can’t the interpreters just do this without Americans? First of all, please try to refer to them as “Ukrainian team members,” rather than as “interpreters.” There is a subtle but extremely important difference. The question of “why us”has been asked by all team members at some point. The answer is in regard to influence. An American that travels thousands of miles, at great expense, to show God’s love to kids at a camp in Ukraine, has a much greater impact than a local person saying the same things. Think of it in terms of whether you would rather hear from your own Sunday school teacher or someone from Ukraine that speaks a foreign language and comes to your home congregation from a country on the other side of the Earth to tell of God’s love in their life. The foreigner is intriguing and engaging. That is the way Americans appear to them. One caution in that regard: the kids often confuse our joy and our smiles for a typical American attitude. We must tell them we are joyful because we are Christians, and not simply because we are Americans.

Are the camp activities like those at my church camp? No, not at all. This is NOT a church camp in any way. To approach it as you would a church camp is a serious mistake that will leave you and the kids very frustrated with the experience. These camps are secular, government-run or privately-run camps. Activities include athletics, games, crafts, dancing, artwork, and other summer camp activities, without any religious activities. Ukrainian kids are like American kids, with similar likes and dislikes. They are often much more talented and experienced in athletics and music and art than American kids. Some of them will be very poor orphans, who are hosted at the camp by the government or wealthy individuals.

What does it mean that we are there at the invitation of the camps to “teach morals.”? An overt evangelistic pushing of church doctrine can and will result in the team being asked to leave camp immediately. Complaints from parents regarding an overt message to convert can result in the team being “silenced” while in camp or asked to leave camp. This situation places your Ukrainian Camp Director in an awkward position. It is extremely important to remember who we are and what our role is in God’s plan for Ukraine (as discussed above). We are living the love of God in front of everyone at all times.

This means that we must ease into discussion of God and Jesus by first entering the culture of the camp itself and only then speaking about God. It may mean that we are not allowed to pray or sing openly, but in the privacy of our housing. Team members often struggle with these limitations.

However, a careful, constant and determined entrance into camp culture to first win them as friends will result in great opportunities to discuss God and his love with the campers. But the cultural groundwork must be done first. This means that playing volleyball with the kids may be more important than having a devotional among team members. It means that eating food you don’t like is more important than nutrition. It means that exhaustive day-long activities are more important than proper rest. It means that playing soccer or preparing a routine for their evening dance competition is more important than study and class preparation. Remember – FLEXIBILITY IS KEY!

Team Meetings:

How often does a team meet? Each team is recommended to have a dozen meetings prior to going to camp.

What do we do at team meetings? Each team meeting will be guided by the team leaders to move the team towards complete preparation for camp. The final meeting is where the team is now fully prepared to pack craft bags, teaching materials and ready for departing for camp. This is a joyful time. Relax!!

What if a team member frequently misses meetings? Members are asked to attend as support of the team. Each team handles team meetings differently. Many teams rely on group emails to gain BONDING with teammates. This is highly essential for living in close quarters, teaching together, and traveling together.

Team Leaders:

How is a team leader chosen? If a team leader is not predesignated while forming a team, then during its first meeting, the team may choose a team leader. This person is someone who is physically present at the team meeting and agrees to be available to team members as they prepare. They will have the full benefit and cooperation of current or former team leaders to gain knowledge of working within the camp system. Persons may volunteer to serve as team leader or the team may discuss, propose and elect the team leader.

How is a person prepared to be a team leader? First of all, this person must be willing to serve the team in this role. It will be important for the team leader to attend Team Leader Training, a weekend event scheduled on the Friday evening prior to team training. Other team leaders will supply the new leader with organizational materials and personal conversations to mentor the new leader.

What are the expectations and responsibilities of a team leader? Besides being available and willing to receive training, a team leader will interact with the BEYM camp staff on behalf of the team. He will lead team meetings, delegate various team responsibilities to other team members, and support the team in making decisions for their camp. The team leader encourages each team member to serve in various roles so that his responsibilities do not become burdening. The team leader’s training and fulfillment of team meeting agendas will help his team be fully prepared for camp by the time they leave.

At camp: The team leader will work closely with the Ukrainian team leader during time at camp, meeting with the camp director and camp staff as needed. The team leader will set and lead meetings for the team while at camp.

Team Member Training:

What is Team Training? Team Training is an intensive 2 day week-end event in March, usually presented in the Dallas/Fort Worth area of Texas, where all team members gather for training and interaction in preparation for the camp experience. Detailed information about travel, culture, the camps and teaching at camp will be presented.

How much does this cost? Team members pay for travel to and from the training. BEYM will provide 2 nights’ shared lodging for team members within the homes of the hosting church. Two meals will be provided on Saturday.

What do we do at Team Training? BEYM provides team members with specialized training materials and scheduled activities that prepare team members for aspects of camp and also that develop team spirit. It also exposes team members to the culture of Ukraine and its camps.

What if I can’t attend Team Training? It is imperative to contact the BEYM President, as well as your team leader, about receiving individual training as soon as possible. It will be necessary for you and the team leader to plan a time for your personal training.

Teaching and Curriculum:

What does a team teach? BEYM has a prepared, rotating 3 or 4 year curriculum. It is provided to all team members for their use in teaching at the camps in Ukraine. There is no requirement to only use the full curriculum plan as outlined, but it is provided as an aid to help each person present the message desired. Each year’s curriculum focuses on specific good traits that the campers should adapt to their life. It is presented through the illustration of Bible stories and is reinforced with application, activities and other things. This 4 year of rotation builds an understanding of the Bible as the child grows up within the camp program, similar to a church curriculum to build knowledge.

How and when does the actual teaching occur? The exact times and circumstances for teaching vary from camp to camp. Team leaders are encouraged to work out a schedule with the camp director upon arrival day that provides the most opportunity for teaching times.

Teaching each day usually lasts for approximately an hour or more, and consists of a bible story, crafts, games, and other activities. It is best if teaching can occur every day at the same time, but we’re completely at the mercy of the camp staff and must fit into their schedule, which can change at a moment’s notice. The beauty of living God’s love helps to keep our reactions in line with that good-heart, flexible to wherever God may take us – even in a daily schedule.

For some camps, daily camp activity schedules are less like structured activities, and are more like general plans that change as the day goes on.

Is it difficult to teach using a interpreter? EEM selects, screens and trains interpreters who will join each team once it is in country. Each team is assigned a Ukrainian team leader who will oversee the team of interpreters.

What kind of supplies should a team bring? Can we buy supplies in Ukraine? Supply lists will be provided with the curriculum. Most supplies should be purchased in the US, but some basic supplies like scissors and glue can be purchased in Ukraine by BEYM staff for the team prior to arrival. Most teams purchase their supplies in bulk and teammates help transport these supplies in large suitcases.

Travel

Travel:

How long does the entire trip last? 18 to 21 days from start to finish. Teams are in the camps for 14 days.

What is the travel time from the US to Ukraine? From most American cities in the South or Midwest –10-14 hours depending on layover time. Then additional time is required to get to your specific camp region. Travel in Ukraine can be from 4-12 hours depending on your location of arrival and your camp location.

How many hours time difference are there between my home and Ukraine? EST 7 hours, CST 8 hours, MST 9 hours, PST 10 hours

Does BEYM make our team travel arrangements? It is preferable for your team to make its own arrangements due to individual team member needs and distanced team member locations. Using a travel agent is especially helpful and BEYM will be glad to recommend a travel agent for your team. This is covered more in detail during the Team Leader Meeting.

Can I make additional travel plans before or after the camp commitment in Ukraine? Team members are encouraged to depart together from a common US location for camp and to be well rested for the demands of camp. For in-country travel purposes, it is important for teams to arrive together in Ukraine. It’s essential for the team to travel together from their arrival point in Ukraine to camp. Each team member will arrive in country packed with craft and teaching supplies.

Team members are highly discouraged from traveling alone on any part of the trip.

What about travel or health insurance? Your team may purchase travel insurance within their travel arrangements/fees, please check with your team leader before making any arrangements for travel insurance.

It is important to check with your local health insurance agent to know if you are covered medically while overseas. Evacuation insurance is available for purchase that would provide for your evacuation to a more developed country and then to the US in the event of a serious injury or health situation.

What is the appropriate dress? At camp: cool, casual, comfortable clothes that are modest and simple, easy to wash, quick to dry; comfortable walking shoes; team t-shirts if desired. Summers can vary from mild to hot depending on region. At a local church: dress casual for men, skirts for women Your team may visit Cathedrals or Monasteries women: skirts and head covering, covering of shoulders (sleeves, scarves, or shawls) men: long pants Swimming: modest swimwear.

Lodging in Ukraine:

Why is lodging needed in Ukraine outside of the camps? Teams are encouraged to arrive in Ukraine a few days before going to camp to acclimate somewhat to the time change and the culture. Once a team arrives, BEYM will make arrangements for relatively inexpensive lodging in the city of arrival prior to departing for camp.

How will our team get from the airport to this lodging? BEYM will make arrangements for your team via taxi, bus or public transportation.

What about meals during this time? Your interpreters will be prepared to assist you in getting to restaurants or to buy groceries for your team’s needs for the short time you are in this lodging.

What is the lodging like? Lodging is typically very simple. Towels and linens will be provided.

What kind of electrical connections will there be? Electric current is 220v/60Hz and a converter and adapter will be needed for electrical appliances such as razors, hair dryers, etc. There are usually very few electrical outlets at camp. Check your tablet (iPad, Kindle, etc.), and phone adapters to see if they are 110-220v converters (most are)–otherwise you will need a converter.

What to Expect at Camp

A Typical Day at Camp

In truth, there is probably no ‘typical day at camp’ in Ukraine’s youth camps! Schedules change and each camp schedule is different. However, the following represents general schedules that have been experienced by past teams. It is not unusual for a director to inform your team at the last minute that you will not have the children ‘tomorrow’ as they have an excursion or activities. Or your age group may have camp duty on given days that conflicts with your group times. “F L E X I B L E” is the operative word for being at camp and for working with camp schedules.

Monday – Friday

7 am

Rise and Shine. Campers may meet at the camp central area

8-10 am

Breakfast. Clean up at cabins

10am-1 pm

Camp classes and activities. Teams teach their classes at this time.

1-2 pm

Lunch

2-4 pm

Nap/quiet time with students in their cabins

4-6pm

Sports activities and games

6-7 pm

Supper

7-9 pm

All-camp activity – variety, from concerts for campers to competitions by cabins

9-11 pm

Disco – just a time for children to dance away their energy before they sleep.

11pm

Bedtime

Weekend – Saturday, Sunday Families may visit their children or take them on excursions. Teams usually have free time on these days and may plan local sight-seeing excursions or a trip into a nearby town.

Details About Camp:

Is this a Christian camp? No. Ukraine youth camps are owned either by the government or privately, often by corporations.

Where are the camps? The camps are located throughout Ukraine, a country approximately the same size as Texas – Western Ukraine, near Kiev, near Donetsk, in Crimea

When are the camps? BEYM participates in 3 sessions of camp beginning in early June, late June and mid-July.

How long does each camp session last? Camp teams teach for 2 full weeks within the campers’ 21 day session.

How many children are at a camp? BEYM attends camps that range from 250 to 600 campers

How much time is allotted for the team to teach children? Each camp varies. Approximately 2 hours each day for active instruction, Bible crafts and activities. But truthfully the best teaching is done By Example through our inclusion in all of the daily activities of camp.

What do you do the rest of the day? Interacting with campers and building relationships are primary objectives when at camp. Team members are strongly encouraged to participate in sports activities, excursions and other camp activities provided by the camp for campers.

What do you do on weekends? Team classes are usually completed on weekdays so Saturday and Sunday are usually open for excursions to nearby small towns or local sights. However, sometimes staff members offer time for make-up classes for campers by your team on the weekends if previous teaching days were missed.

Do you have any free time during the day, during the trip? Each camp will have a 2 hour rest period in the afternoon that is observed by everyone at camp. Team members choose how much they would like to participate in the day’s camp activities or not but interacting as much as possible is encouraged. Weekends are usually free for the team.

Camp Facilities:

Where do team members stay? The camp provides a living area, usually on campus, for all the team to stay together. Women stay with women, men with men, having multiple twin size beds in rooms. Limited bathroom facilities (Western toilets) with minimal showers within the same building are usually shared by all the team. Most camp facilities were built about 50-60 years ago – some have been renovated, some are only slightly updated. Remember, this is camp and not a hotel. There is no air conditioning but teams may purchase electrical fans for their rooms. Camp provides bed linens and small towels.

What’s the food like?

Meals are very simple and somewhat different from US meals. Hot soup, hot drinks, cucumber/tomato plates, potatoes, bread and butter are served at each meal in the camp cafeteria, usually family-style. Meals are low protein, high carbohydrate. Fresh vegetables or fruits are not served in many camps. Team members are welcome to bring protein bars, cheese crackers and other travel-friendly foods to supplement meals. Some camps will have access to refrigerators where basic groceries may be kept, purchased from nearby kiosks or small town grocers. Snacks are often served every afternoon that may include frozen desserts, yogurt, sweets, occasional fresh fruit.

What about washing clothes? Hand washing is available and plastic wash tubs can be purchased by the team for use at camp. Clothes lines are sometimes available but you may want to take clothespins or line.

Will I be able to contact my family while I’m at camp? Team cell phones can be purchased in Ukraine with phone card minutes for calling the US. Frequent calls to home are discouraged. iMessage and FB Messenger work well when you have internet access. PLEASE REMEMBER – we are on a mission trip with an intensive all day focus. Contact with home will need to be limited.

What would I do if there is an emergency at home? Team members are given emergency contact numbers for BEYM Lead Interpreters in Ukraine prior to travel. Each team’s Ukrainian team leader will have phone access and can be contacted at any time. Cell phones purchased in that region are accessible from the US.